HR Project Support Specialist; Part-time

Administrative And Project Support Specialist

Under limited supervision, the purpose of this position is to provide complex, confidential, and specialized administrative and project support to department management. Employees in this classification function independently to recommend solutions and are accountable for the accuracy of both routine and non-routine duties performed while using their best judgment. Position performs essential duties for a large operating unit, a specialized unit, or as primary administrative support for an organization official.

Position is distinguished from the Office Assistant by the degree of accountability of the work, greater latitude in the exercise of independent judgment concerning assigned project duties, and the ability to function with a higher degree of independence. Only projects that entail technical or highly complex matters are given close attention by the immediate supervisor.

• Researches and generates routine to complex correspondence including memos, agendas, orders, reports, forms, manuals, or other relevant correspondence.
• Manages and leads one or more projects set forth by the department, coordinates project activities, collaborates with project team members, develops measurable project goals and objectives, and monitoring progress toward achievement.
• Researches, compiles data and provides initial analyses or results to key decision makers and offer suggestions for improvements and interpretation as appropriate.
• Attends meetings, conferences, and briefings to document subject matter and provide input as requested; may take and transcribe dictation.
• Performs a variety of routine to complex administrative functions, i.e., data entry, typing, report processing, documentation proofing.
• Provides great customer service on the phone and in-person while responding to inquiries and concerns, resolving personally or directing it to the appropriate individual or department
• Manages department record keeping and filing systems, i.e., payroll, accounts payable, departmental files, personnel records, and accounting data.
• Prepares and processes various forms/documents such as statistical data, personnel forms, invoices, work orders, and purchase orders.
• Coordinates logistics and travel arrangements for conferences, meetings and seminars, i.e., location reservations, travel arrangements, and assembles needed materials; schedules meetings.
• Assists in the preparation of and monitors the department budget; collects, updates, and tracks department data such as performance measures, surveys, and initiatives.
• Serves as purchasing agent for the department; corresponds with vendors to negotiate quotes; obtain approval to purchase; track and confirm receipt.
• Assists with training and monitoring of other support staff and/or volunteers.
• Participates in special projects as requested; notifies project participants on timelines and project status.
• Develops, implements, and maintains effective department procedures and documents; identifies procedures for process improvements; contributes to department effort by accomplishing related results as needed.

• Associate's Degree or college coursework in Public Administration preferred.
• Three (3) to four (4) years of progressively responsible experience and/or training in administrative/secretarial support functions; college coursework or higher education credits, and/or relevant training be considered in lieu of work experience.

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.